Title
Resolution to Extend the Contract with The Davey Tree Expert Company for Routine Street Tree Pruning ($660,600.00)
Memorandum
Attached for your review and action is a resolution to authorize the extension of a contract (ITB-4507) with The Davey Tree Expert Company in the amount of $660,600.00 for routine street tree pruning.
The tree pruning activities under this contract focus on pruning street trees to manage tree health, develop/improve structure, mitigate risk, provide clearance, and improve aesthetics. The work completed through this contract will continue implementation of the routine street tree pruning cycle that began in FY18.
The City awarded The Davey Tree Expert Company, the FY18 Routine Street Tree Pruning contract, which provides an option to approve an extension for up to an additional two one-year extensions by mutual agreement between the City and the Contractor (R-17-364). City staff has been satisfied with the work completed by The Davey Tree Expert Company and recommend extending this contract under the same terms, conditions and pricing as the current contract. Continuation and extension of the contract after June 30, 2019 will depend on the availability of funding in the budget for that fiscal year.
As part of the FY19 street tree pruning contract, The Davey Tree Expert Company would prune an estimated 3,900 street trees, to be determined by City staff, in three pruning areas identified in the 10-year Street Tree Pruning Cycle Plan (Year 2 Areas: 4, 14A and 18) -- see maps.
Routine tree pruning is an important component of a sustainable urban and community forest management program. Trees pruned on a routine basis develop proper form and structure leading to a variety of benefits, including: lower cost per tree trimmed compared to reactive pruning done in response to storm damage or immediate hazards; reduction in storm-related damage; lower future maintenance cost; reduction in tree pruning service request and improved customer service; and development of a healthy and sustainable urban and community forest.
Sustainability Framework
The work completed under this contract helps move the City towards fully implementing recommendation #1 of the Urban and Community Forest Management Plan. In addition, it will help further goals in the City’s Sustainability Framework, including Sustainable Systems, Clean Air and Water, and Healthy Ecosystem.
Budget/Fiscal Impacts
Funding is available for routine street tree pruning in the approved FY19 Stormwater Fund Operations and Maintenance Budget.
The resolution includes a 5% contingency in the amount of $33,030.00 to cover potential change orders to be approved by the City Administrator.
Staff
Prepared by: Kerry Gray, Urban Forestry & Natural Resources Planning Coordinator, Public Works
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, Ann Arbor’s urban and community forest is a defining and valued characteristic of the city that residents call “Tree Town,” making it a desirable place to live, work and play;
Whereas, Routine tree pruning is an important component of a sustainable urban and community forest management program, and initiation of a routine street tree pruning cycle is a recommendation of the City Council adopted Urban and Community Forest Management Plan;
Whereas, Competitive bids for FY18 routine street tree pruning were received by Purchasing on August 1, 2017 and the Davey Tree Expert Company, submitted a bid that offered the most advantageous combination of low price and highest qualifications/experience in performing street tree pruning;
Whereas, The Davey Tree Expert Company, has performed street tree pruning as part of FY18 street tree routine pruning contract to the satisfaction of the City;
Whereas, The current contract sets forth the services to be performed by The Davey Tree Expert Company, and the payments to be made by the City, all of which are agreeable by the City;
Whereas, The contract provides for an extension of two (2) one-year terms, subject to the same terms, conditions and pricing of the original contract, if agreeable by the City and Contractor;
Whereas, The Davey Tree Expert Company complies with the City non-discrimination and Living Wage Ordinances; and
Whereas, The maximum amount of $700,000.00 is available in the approved FY19 Stormwater Fund Operations and Maintenance budget for the Street Tree Pruning Program;
RESOLVED, That a contract extension in the amount of $660,600.00 be awarded to The Davey Tree Expert Company for FY19 routine street tree pruning along city street rights-of-way in select areas of the city;
RESOLVED, That a contract contingency in the amount of $33,030.00 (5%) be established and the City Administrator be authorized to approve change orders to the contract with The Davey Tree Expert Company, in order to satisfactorily complete this project;
RESOLVED, That the City Administrator be authorized to extend the contract for an additional one-year term (FY20) for the maximum contract amount of $700,000.00 provided both parties agree to an extension subject to, the same terms, conditions and pricing of the original contract and availability of funding;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said contract after approval as to form by the City Attorney and approval as to substance by the City Administrator; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution.